Here’s Your Go-to Guide for Requesting Leave

Time for Downtime

Need a break from the daily grind? Or perhaps you’re in a situation where you need to attend to personal matters such as a sudden medical emergency or urgent family-related issues?

Regardless of your reasons, it’s crucial that you need to submit a request for leave at your place of employment in order to take time off.

The Legalities

Almost all places of employment have a policy regarding leave (annual, sick, etc). Typically, the policy will explain the following: if their employees are eligible for leave; when exactly they need to submit the request; how many leave days they are allowed to take per year; if leave can be taken with or without remuneration, etc.

As such, it is up to you to familiarise yourself with this policy. If you remain unsure, consult with your manager, supervisor and/or human resources (HR) department. Alternatively, you can look over your contract or your employee handbook for guidance.

What You Need to Do

Now that you have familiarised yourself with the policy, follow these four steps:

1. Determine the Length

If you plan on taking annual leave, you need to determine how long you will be away from your job and when you intend on returning. That way, your manager and/or supervisor can start planning ahead in terms of who will cover your workload (more on this later!).

In the event of a medical emergency, taking sick leave or family leave may be a bit tricky in terms of determining your return date. In either case, provide an estimate so that, if you are still away, your workload will at least be covered by someone else in your absence.

2. Devise an Alternative

If you’re unable to take full leave (or any leave at all), speak to your employer about making an alternative arrangement.

This could be in the form of taking half-day leave (working for a certain portion of the day before or after attending to a personal errand, emergency, etc), working remotely or, temporarily, establishing a “flexible hours” system, whereby one can start and finish the workday when one wants.

For example, if your child has taken ill and cannot be left alone at home, you can request to work from home for one day (or more, depending on the severity of the illness). That way, you are still able to work and earn an income, and you can monitor your child’s condition throughout the day.

3. Speak to Your Employer

Schedule a meeting with your manager, supervisor and/or HR representative about your request for leave. Some companies have policies requiring a minimum amount of notice – in your best interests, you should let them know at least one-to-two weeks in advance about your request.

Tell them how long you expect to be away; while it’s not compulsory to explain why you wish to take leave, you may want to inform them anyway so that they can plan around it accordingly, especially if you’ll be away for an extended period.

For example, if you’re taking two days’ leave – to just relax and unwind, or to run errands like renewing your driver’s licence – then you don’t necessarily have to share your reasons with your employer, who may be able to pull in one or two colleagues to cover for you.

However, if you’re planning to go on vacation out of the country for two weeks, then notify your employer well in advance so that they can already start planning. This could include distributing your workload evenly among more than two team members, seconding colleagues from other departments, or even hiring an independent contractor to fill in for you on a temporary basis.

4. Write to Your Employer

Now, it’s time to put your request in writing. Whether it’s via email to your manager, supervisor and/or HR representative, or if it’s through an official payroll system, specify the type of leave you are planning to embark on (annual, sick, etc) and outline the amount of days you wish to take off.

Again, you should aim to notify your employer well in advance, although you’re not obligated to specify the reasons. In some cases, however, you may need to include additional documentation.

For example, you’re scheduled to undergo a surgical procedure, which will require you to rest and recover for at least five days. In this situation, you will most likely have to supply your employer with a document signed by your general practitioner or the surgeon overseeing your procedure. This document will not only prove that you cannot perform your work duties during this time, but it will also prove that you consulted with someone in the medical profession for a legitimate medical need.

If you’re unsure or uncomfortable about revealing the reasons for taking leave, you may use generic terms such as “unexpected medical reasons” or “on personal grounds”.

You’re On Your Way!

When submitting your request for leave, remember to maintain a professional tone and attitude throughout. This, along with these four steps, is important in getting your employer to grant your request. Good luck!